Privacy Policy

Data Controller: Quendale Limited, trading as TomkinsDavis
Company Registration No.: 7368903
Registered Address: 101 Coldharbour Lane, Hayes, UB3 3EF
Email: customerservice@tomkinsdavis.co.uk
Telephone: 0208 569 2727
Last updated: June 2026

1. Introduction

TomkinsDavis is committed to protecting your privacy and handling your personal data responsibly. This policy explains what personal information we collect, why we collect it, how we use it, and what rights you have in relation to it.

We are the data controller for the personal information described in this policy. This means we are responsible for deciding how and why your data is used.

Please read this policy carefully. If you have any questions, you can contact us at the details above.

2. What Personal Data We Collect

Depending on how you interact with us, we may collect and process the following types of personal data:

• Identity data — your name
• Contact data — email address, telephone number, postal address
• Property data — details of properties you are interested in, own, or occupy
• Financial data — bank details and payment information (for tenants and landlords)
• Tenancy data — tenancy agreements, references, correspondence relating to a tenancy
• Technical data — IP address, browser type, pages visited, and other analytics data collected when you use our website
• Communications data — records of any correspondence between us, whether by phone, email, or in person

We may also receive personal data about you from third parties, such as referencing agencies, where this is necessary to assess a tenancy application. We will inform you before engaging a referencing agency in relation to your application.

3. How We Collect Your Data

We collect personal data in the following ways:

• When you complete a contact or enquiry form on our website
• When you call, email, or write to us
• When you attend a property viewing
• When you apply to rent a property through us
• When you instruct us to manage or let your property
• Automatically, via cookies and analytics tools when you visit our website (see Section 8)
• From third parties, such as referencing agencies, where applicable

4. Why We Use Your Data and Our Lawful Basis

UK GDPR requires us to have a lawful basis for processing your personal data. The table below sets out the purposes for which we process your data and the lawful basis we rely on in each case.

Where we rely on legitimate interests, we have assessed that our interests are not overridden by your rights and freedoms. You have the right to object to processing based on legitimate interests at any time — see Section 7.

5. Who We Share Your Data With

We will only share your personal data where necessary and will never sell it to third parties. We may share your data with:

• Referencing agencies — to carry out credit and reference checks in connection with a tenancy application
• Property portals — such as Rightmove or Zoopla, where your landlord’s property is listed
• Google LLC — we use Google Analytics (GA4) to understand how visitors use our website. Data collected is anonymised/pseudonymised. Google may process data in the United States; this is covered by appropriate safeguards under the UK-US Data Bridge
• Maintenance contractors and tradespeople — where we need to arrange repairs or inspections at a property
• Legal and professional advisers — where necessary to obtain advice or to pursue or defend a legal claim
• Regulatory bodies — where we are required to do so by law (e.g. HMRC, local authorities)

All third parties we work with are required to handle your data securely and in accordance with UK data protection law.

6. How Long We Keep Your Data

We will not keep your personal data for longer than is necessary. Our general retention periods are:

After these periods, your data will be securely deleted or anonymised.

7. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

• Right of access — you can request a copy of the personal data we hold about you
• Right to rectification — you can ask us to correct inaccurate or incomplete data
• Right to erasure — you can ask us to delete your data in certain circumstances
• Right to restriction — you can ask us to restrict how we use your data in certain circumstances
• Right to data portability — you can ask us to provide your data in a structured, machine-readable format in certain circumstances
• Right to object — you can object to processing based on legitimate interests, including direct marketing
• Right to withdraw consent — where we rely on consent, you can withdraw it at any time

To exercise any of these rights, please contact us at:

Email: customerservice@tomkinsdavis.co.uk
Post: TomkinsDavis, 101 Coldharbour Lane, Hayes, UB3 3EF

We will respond to all requests within one calendar month. We may need to verify your identity before processing your request.

8. Cookies and Website Analytics

Our website uses cookies and similar technologies. We use Google Analytics (GA4) to collect anonymised data about how visitors use our site, including pages visited, time spent on site, and general location data. This helps us improve our website and services.

You can manage your cookie preferences at any time using the cookie settings on our website. For full details of the cookies we use, please see our [Cookie Policy].

9. Marketing Communications

We may from time to time send you information about our services that we think may be relevant to you. We do this on the basis of our legitimate interests as a letting and property management agency.

You have the right to opt out of marketing communications at any time by:

• Clicking the unsubscribe link in any marketing email
• Emailing us at customerservice@tomkinsdavis.co.uk
• Writing to us at the address above

Opting out of marketing will not affect any communications we need to send you in connection with an active tenancy or service.

10. Data Security

We take the security of your personal data seriously and have appropriate technical and organisational measures in place to protect it against unauthorised access, loss, or disclosure. These include:

• Secure, access-controlled systems for storing electronic data
• Restricted access to personal data on a need-to-know basis
• Locked filing cabinets for any physical records
• Contractual obligations on third parties to maintain equivalent security standards

In the unlikely event of a data breach that is likely to affect your rights and freedoms, we will notify you and the ICO as required by law.

11. Transfers Outside the UK

Where we share data with third parties based outside the UK (such as Google LLC in the United States), we ensure that appropriate safeguards are in place, such as the UK-US Data Bridge or Standard Contractual Clauses, to protect your data to an equivalent standard.

12. The Right to Complain

If you are unhappy with how we have handled your personal data, please contact us in the first instance and we will do our best to resolve your concern.

You also have the right to lodge a complaint with the UK’s data protection regulator, the Information Commissioner’s Office (ICO):

Website: ico.org.uk
Telephone: 0303 123 1113
Post: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF

13. Changes to This Policy

We may update this policy from time to time to reflect changes in our practices or in data protection law. The date at the top of this page will always show when the policy was last updated. We encourage you to check this page periodically.